DEFENSE LOGISTICS AGENCY 

HEADQUARTERS 

8725 JOH N J. KINGMAN ROAD 

FORT BELVOIR, VIRGINIA 22060-S221 

MEMORANDUM FOR FINANCE PROCESSS REVIEW COMMITTEES (PRC) 

July 17, 2014 

SUBJECT: Approved Defense Logistics Management Standards (DLMS) Change (ADC) 1134, 

Administrative Corrections to MILSBILLS (Finance) 

The attached changes to Defense Logistics Manual (DLM) 4000.25, Defense Logistics 

Management System (DLMS), is approved for implementation. 

Addressees may direct questions to Mr. Robert Hammond, Chair, Finance PRC, email 

finance@hq.dla.mil. Others must contact their Component/ Agency designated representative 

shown at : https://www2.dla.miVj-6/dlmso/CertAccess/SvcPointsPOC/allpoc.asp. (DOD 

Common Access Card restricted). 

Attachment 

As stated 

cc: 

ODASD (SCI) 

1;;~;:kP~ Director 

Defense Logistics Management 

Standards Office 
Attachment to ADC 1134, 

Administrative Corrections to MILSBILLS

1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION: 

a. Technical POC: Defense Logistics Management Standards Office (DLMSO)

b. Functional POC: Finance: Robert Hammond, Chair, Finance PRC, email:

finance@hq.dla.mil

2. FUNCTIONAL AREAS: Finance

3. REFERENCES:

a. Document Identifier Code (DIC) FJR/FJS, Request for Adjustment of Fuel Billing & 

Adjustment

b. Approved DLMS Change (ADC) 469, Consolidating MILSBILLS into DLMS 

Volume 5, Finance (Finance/MILSBILLS), Staffed February 23, 2012.

c. Defense Logistics Manual (DLM) 4000.25, Volume 4, Military Standard Billing 

System - Finance

4. REQUESTED CHANGE(S):

a. Brief Overview: Corrects the record positions for the quantity field in the legacy DIC

FJR/FJS format and other typographical corrections discovered in DLM 4000.25, Volume 4.

b. Background: 

(1) As part of researching a billing issue for DLA Energy, the Finance Process 

Review Committee Chair noted that the legacy DIC FJR/FJS format has a typographical error 

related to the quantity field. There is no known misinterpretation of the quantity field resulting 

from this typographical error.

(2) ADC 469 (reference 3.b.) merged the legacy Military Standard Billing

System (MILSBILLS) with the DLMS Finance volume into a consolidated MILSBILLS –

Finance volume of DLM 4000.25 (reference 3.c.). The merged document contains unnecessarily 

duplicative or incomplete verbiage which this ADC seeks to address.

c. Requested Change in Detail: 

(1) In DLM 4000.25, Volume 4, fix the typographical errors as documented in 

section 4.d. below.

(2) For all the legacy DIC formats mentioned in Appendix 3 of DLM 4000.25, 

Volume 4, apply consistent style guide rule for spelling out the first occurrence of acronyms.

Attachment to ADC 1134

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d. Revisions to DLM 4000.25 Manuals:

(1) Fix the quantity field of legacy DIC FJR/FJS to be record positions 23 

through 29 vice 23 through 39 and apply updated DLM 4000.25 style guide rules for acronyms 

in the field legend, as follows:

DIC FJR/FJS FORMAT

REPLY TO REQUEST FOR ADJUSTMENT OF FUEL 

BILLING AND

REPLY TO FOLLOW-UP ON REQUEST FOR 

ADJUSTMENT OF FUEL BILLING

Field Legend Position(s) Entry and Instructions

Document Identifier Code 1-3 Enter

FJR to reply to initial or cancellation request.

FJS to reply to follow-up request.

Routing Identifier Code 4-6 Perpetuate from the request (DIC codes FJE, 

FJF).

Recipient of Billing Status 

Code

7 Perpetuate from the request.

Stock Number 8-20 Perpetuate from the request.

Blank 21-22 Leave blank.

Quantity 23-239 Perpetuate from the request.

Document Number 30-43 Perpetuate from the request.

Suffix Code 44 Perpetuate from the request.

Supplementary 45-50 Perpetuate from the request.

Signal Code 51 Perpetuate from the request.

Fund Code 52-53 Perpetuate from the request.

Bill Number 54-58 For billing status codes AI and DD, enter the bill 

number under which the adjustment or bill was 

processed.

Otherwise, perpetuate from the request. 

Attachment to ADC 1134

Page 2
Field Legend Position(s) Entry and Instructions

Billing Status Code 59-61 Enter:

 59 Blank or character significant to the billing 

office.

 60-61 Appropriate billing status code.

Day of the Year 62-64 Enter the Julian day of the year the response is 

prepared. Note: The response must be forwarded 

within three calendar days of this day.

Amount 65-73 For billing status codes AI and DD, 

65-67. Enter the year and month of credit of 

the bill in question. 

68-79. Leave blank.

Otherwise enter the adjustment amount.

Unit Price 74-80 Perpetuate from the request

(2) Apply DLM 4000.25 style guide rules for spelling out first occurrence of 

acronyms to the other MILSBILLS legacy DIC formats listed in DLM 4000.25, Appendix 3.

(3) In DLM 4000.25, Volume 4, Chapter 3, apply latest style guidance and 

remove duplicative C3.3.1 as follows:

“C3.3. ADJUSTMENTS

C3.3.1. Billed offices shall review all charges to ensure that billed items were 

ordered and that obligations are adjusted when appropriate. All requests for billing 

adjustments shallmust be prepared in accordance with Chapter 4.

C3.3.1. Billed offices shall review all charges to ensure that billed items 

were ordered and that obligations are adjusted when appropriate. All credits 

shall be reviewed to ensure that they are warranted and correct. Billed offices 

shall request adjustments for erroneous charges or credits in accordance with 

Chapter 4.

C3.3.2. Billing or other discrepancies that do not meet the criteria for requesting 

adjustment, described in Chapter 4, shallmust be recorded as obligations, funds 

disbursed, and expenses.”

(4) In DLM 4000.25, Volume 4, Chapter 4, apply latest style guidance and 

clarify that the penultimate sentence of paragraph C4.10.1.4 is talking about “U” also being 

carried as a utilization code in DLMS as shown:

“C4.10.1.4. The original MILSTRIP requisition number is included on the 

PQDR or SDR. When the original requisition number cannot be identified, the 

originating or screening point must include a constructed 14 position MILSTRIP 

Attachment to ADC 1134

Page 3
document number using the originating or screening point’s DoDAAC for the first six 

characters, the current Julian date (YDDD) for the next four positions, and a four 

position serial number beginning with “U” as the first position of the serial number. An 

example of a constructed document number is F123453175U001. Code U is also 

carried as a utilization code under DLMS. Note: For SDRs, circumstances authorizing 

the use of a constructed document number are restricted to those described in DLMS, 

Volume 2, Chapter 17.”

e. Alternatives: None identified.

5. REASON FOR CHANGE: Reduce potential confusion caused by error or inconsistent 

content.

6. ADVANTAGES AND DISADVANTAGES:

a. Advantages: Reduces potential for implementation errors.

b. Disadvantages: None identified.

7. ESTIMATED TIME LINE/IMPLEMENTATION TARGET: Release of next 

MILSBILLS change.

8. ESTIMATED SAVINGS/COST AVOIDANCE ASSOCIATED WITH 

IMPLEMENTATION OF THIS CHANGE: None identified.

9. IMPACT:

a. DLMS Data Elements/LOGDRMS: None.

b. Automated Information Systems (AIS): None.

c. DLA Transaction Services: None.

Attachment to ADC 1134

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